COMMITTEE OF ME WHOLE

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1 THE CORPORA-110N OF THE TOWN OF COEOURG REPORT COMMITTEE OF ME WHOLE TO: Mayor and Council Members FROM: Lara Scott, Events Coordinator REPORT TITLE/SUBJECT:, CANADA 150 REPORT #: EVENT # DATE September 15, RECOMiviENDATION That Council authorize the establishment of a Canada 150 Committee and appoint individuals and/or members from various Cobourg community groups to help plan, prepare and implement the year-long celebrations, activities and events surrounding the 150th anniversary of Canada; And, further that the budget for this event as proposed in coming months be considered during the 201(3 and 2017 budget deliberations. 2.0 ORIGIN Draft Canada 150 Event Plan Strong, Proud and Free.- Celebrating in Cobourg. (attached). 3.0 BACKGROUND 2017 is a pivotal milestone for Canada as it celebrates the 150th anniversary of Confederation. The 15& Anniversary of Canada is a time that allows citizen's to connect with our past, celebrate who we are, honour our exceptional achievements and build a legacy for tomorrow. Canada 150 belongs to all of Cobourg's citizen's and it is a time to celebrate our great nation in Cobourg. Festivals, events, education, sporting events etc will all be a part of Cobourg's celebrations from January 1,2017 to December 31, As this is the initial planning stage further Reports will come to Council and the progression and excitement surrounding the plans for Canada 150 in Cobourg.

2 4.0 CONCLUSION It is recommended that council authorize the establishment of a Canada 150 Committee and appoint individuals and/or members from various Cobourg community groups to help plan, prepare and implement the year-long celebrations, activities and events surrounding the 150th anniversary of Canada; And further it is recommended that the budget for this event as proposed in coming months be considered during the 2016 and 2017 budget deliberations. Title: Signing Official: Signature: Date: Acting CAO Ian Davey -.1CiL" kr-.5-ee 1(415' Economic Development W Gibson Officer Events Coordinator L Scott /". C I -s Page 2

3 Appendix "A" CANADA 150 Strong, Proud and Free - Celebrating in Cobourg CAN :DA _31C Ji- 117ZT LI

4 v r' CANADA EVENT PLAN EVENT: THEME: LOCATION: Canada 150 in Cobourg Strong, Proud and Free Celebrating in Cobourg All over Cobourg DATE: January 1 December 31, 2017 Canada Week June 26 July 1, 2017 PRODUCER: Town of Cobourg (Represented by: Mayor Gil Brocanier/ Lara Scott, Events Coordinator) Canada 150 Chair: (TBD) Canada 150 Committee (TBD) PHONE: Mayor Gil Brocanier (905) / Lara Scott (905) ext ATTACHEMENTS: pbrocanierrcobourp.ca Iscottcobourg.ca Critical Path Document Template Example from 2012 event EVENT OVERVIEW AND BACKGROUND INFORMATION Nearly 150 years ago, at the Charlottetown and Quebec conferences, the Fathers of Confederation worked on a visionary project to create a lasting democracy which today serves as a model for the world. Canada will celebrate this visionary accomplishment in 2017: the 150th anniversary of Confederation (or the 150th anniversary of coming into force of the British North America Act now the Confederation Act, 1867) on July 1, is a pivotal milestone for Canada that allows citizens to connect with our past, celebrate who we are, honour our exceptional achievements and build a legacy for tomorrow. Canada 150 belongs to all of Cobourg's citizens and visitors and it is a time to give something back to the community and our great nation. It is a time to celebrate.

5 The theme developed by the Government of Canada is Strong, Proud and Free three words that define and characterize present-day Canada. A Government report on Canada 150 stated this theme comes from- "A Canada that is a strong leader in the world with one of the most robust economies. A Canada that is proud of its identity and achievements as well as its natural beauty and resources. A Canada that is free with an open, diverse, and pluralistic society. This theme connects us with our past, embraces the present and builds towards the future." On the road to 2017 the Government of Canada has been building knowledge and understanding of Canada's history and the remarkable story of this country through celebrations and events Taking into consideration as a starting point Cobourg will play host to three major sporting events in 2017 including 2017 Men's Tankard, the RBC Cup and the 55+Senior Winter Games as well as the many other events that take place in our community and the celebration of Canada Week, Cobourg needs to make 2017 an unforgettable year in Cobourg celebrating in all aspects and events in our community and create lifelong memories of the year. MISSION STATEMENT The Canada 150 Committee is responsible for the year-long celebrations surrounding the 150th anniversary of Canada creating opportunities for everybody to connect, engage and celebrate. THEME "Strong, Proud and Free Celebrating in Cobourg" OBJECTIVES The Objectives of the Canada 150 in Cobourg are: To celebrate Canada's 150 Anniversary with the Cobourg Community to recognize and promote our exceptional Cobourg People, places, achievements and events. To celebrate Canada Day through a Canada Week of activities and celebrations. To create a year-long celebration of events that characterizes Cobourg's community spirit and promote a high level of civic pride, a sense of pride in Canada and genuine enthusiasm and excitement for Cobourg and Canada To plan an event that encompasses the history and heritage of our community and Canada To create a year-long celebration that involves the participation and partnership of all businesses, service clubs, organizations, restaurant, entertainment, recreation and educational sectors in Cobourg

6 To provide a year an enjoyable event for school children, youth, adults, seniors and families To strengthen and promote volunteerism among people of all ages and abilities - To plan activities that will encourage participants to give back to Cobourg and Canada through gifts of time and energy To capture and log all events throughout the 2017 year for the Archives. CANADA 150 COMMITTEE AND COMMUNITY PARTNERS Crucial to the development of the Canada 150 in Cobourg celebrations is the leadership that must be demonstrated to encourage buy-in from a wide range potential stakeholders and community partners. First steps will be a recommendation to Council to authorize the establishment of the Canada 150 Committee and appointment of members from various Cobourg community groups and organizations or individuals of interest to lead the planning, marketing and implementation of the year-long celebrations in Cobourg. The commitment of this committee will be close to two years. Community Partners to be involved and sit on the Canada 150 Committee and/or its subcommittees include: Town of Cobourg Cobourg Community Centre Downtown Cobourg Victoria Hall Volunteers Cobourg and District Historical Society The Concert Band of Cobourg Cobourg Legion Pipe and Drum Band Victoria Hall Maintenance Trust Cobourg Public Library Cobourg Archives ACO Cobourg Northumberland Chamber of Commerce Northumberland Mall LACAC Cobourg Cougars Northumberland Curling Club Cobourg Seniors Kawartha Pine Ridge District School Board Northumberland Symphony Orchestra Cobourg Horticultural Society Art Gallery of Northumberland

7 Northumberland Players Victoria Operatic Society Restaurants, retail businesses, sports organizations etc. Please note other partners may be added as the event progresses. Staff members include: Lara Scott Erin Wakely Ashley Haynes Ashley Purdy Petra Harwig Lorraine Brace Teresa Behan Ian Davey Once the Canada 150th Committee is approved as a Committee of the Town by Council the members roles will be to ensure effective coordination of the year-long celebrations and events as well as the celebration of Canada Week in Cobourg in a manner that adds to the positive profile of Cobourg and ensures all objectives are met. The diverse group of community partners allows each group to have input in the programming and marketing of the event. Many sub-committees will meet and report into various leads of each of the defined areas of the Celebration. Suggested Subcommittees include: Canada Week Education and Community Awareness Programming and Events Arts and Culture Heritage and History Volunteers and Community Engagement Marketing Finance and Sponsorship Sporting Events Every couple of months a large meeting with all who are involved will be hosted to ensure continued and correct information is shared and to help generate an excitement for the 2017 celebrations. TIMELINE AND ACTION ITEMS Key to the success of this event will be the establishment of the Events Checklist and calendar of Events for the year, along with the Critical Path planning document and operations timeline. Suggestion Action Items to start are listed below:

8 Establish working committee and approval of committee by council O Establish the committee Chair O initial meeting about the Canada's 150 all community partners interested 9 Create Event Business Plan and. Develop subcommittees and leads for each committee 9 Establish a budget and sponsor package Establish funding formula Secure Media Sponsors Create logo Research and apply for potential funding Regular meetings of committee Development of Events and Activities and tentative schedule for 2017 Community Partners continue to develop their activities Development of Website Secure Sponsors and/or reliable funding. Recruitment and Management of Volunteers Development of Marketing Plan Completion of Operations Timeline Organize Launch Event CRITICAL PATH DOCUMENT The event checklist, further critical path items and operations timeline will be added to this document as it is developed. The Overall Critical path document will be maintained by a recording secretary and each version will be saved and updated accordingly. CONTACT LIST Once the community partners are chosen a contact list will be updated and circulated. BRANDING, ADVERTISING AND PROMOTIONS A subcommittee of the Canada 150 will take on the task of an extensive advertising and marketing campaign to be carried out beginning September This plan will include collateral print, direct mail, newspaper radio advertising, website outdoor advertising and public relations. Consistent branding will be applied to all aspects of the planning process and a logo has been designed to be used on all print materials, advertising, letterhead and by all groups when advertising and promoting their respective events. Two media conferences will be organized to announce the committee and details of the event to help attract sponsorship and the second to promote all the events going on in A detailed marketing action plan will be attached to the event plan as it developed.

9 Festival in a Box/Pageantry To provide local businesses and partners with the tools to contribute to the event's pageantry, a "Festival in a Box" package could be developed that includes posters/flyers, complimentary event factsheets, balloons, souvenir items, recipes for food and beverage items as well as creative ideas (e.g. festival attire, special theme days, etc.) to get partners involved in promoting the Canada 150 theme. Throughout the year each individual event could pick up event box with banners etc. VENUES The year- long celebrations may take place at a number of venues in Cobourg. This list is long and as the possible events and confirmed events start to take shape these venues will be determined. The 150 Celebrations on July 1,2017 and official ceremonies will take place in Victoria Park. VOLUNTEERS AND CELEBRATION AMBASSADORS Assistance with many of the events will be required from volunteers and some part time staff. Community partners will also provide staffing and support for various events organized by them or taking place in their respective locations. Should it be required, a volunteer recruitment campaign will be implemented in May of COSTS AND FINANCING Budget As this event is a once in a lifetime celebration the Committee will be approaching Council to set aside funds in 2016 and 2017 in the amount of $30,000* per year. All accounting will be done through the Town as the AD-Hoc Committee will be established. A formula of how events throughout the year are funded will be created by the Finance department. Some of the Community partners at their own expense may wish to advertise their own events and or provide additional programming. *subject to change once budget is set by committee. Sponsorship One of the sources of revenue will be sponsorship Presenting sponsor $2500, Associate Sponsors $1000 and Supporting Sponsors $ Grants The Department - of Canadian Heritage has established the Canada 150 Fund available and open to apply for at any time. The fund is for both Community Driven projects as well as to Signature initiatives. There is no set limit to the number of projects that can be funded for any one applicant and therefore there may be many town events applying for funding as well as third party events in Cobourg. All projects once know should make sure to discuss the project with a program officer before completing.

10 EVENT DESCRIPTIONS Each community partner has been asked to work with a group or to come with an event that will be part of the celebrations. EVENT TIMELINE As the meeting progress and community partners come on board a timeline will become part of the critical path and marketing. ECONOMIC BENEFITS AND EXPECTED IMPACT Attendance estimates to all the events is not known' at the time of this report and will vary from event to event. The 150th Celebration of Canada will have impacts that go well beyond what can be measured in economic terms. The event will contribute to the quality of life in Cobourg by strengthening the community, providing unique experiences and activities to local citizens; it will celebrate the history and heritage of Cobourg and Canada and act as a source of community pride.

11 CANADA 150 ( ) "Strong, proud and free...celebrating in Cobourg" January 1 - December 1, 2017 Critical Path Version #1 Committee Members: Lara Scott (LS) CANADA SUB -COMMITTEES: 1. Canada Week 2. Education and Community Awareness 3. Programming and Events 4. Arts and Culture 5. Heritage and History 6. Volunteers and Community Engagement 7. Marketing 8. Finance and Sponsorship 9. Sporting Events ADMINISTRATION AND COMMITTEE Write draft Event Plan for Canada 150 in Cobourg Report to Council LS LS September 15 /15 Sept 15/15 Done Done

12 CANADA WEEK Date: Time: Objective: Sub-Committee Members: TASK I RESPONSIBLE DEADLINE DONE/NOTES EDUCATION AND COMMUNITY AWARENESS Date: Locations: Sub-Committee members: I. PROGRAMMING AND EVENTS Date: Objective Sub- Committee Members:

13 ART AND CULTURE Date: Objective: Sub-Committee: HERITAGE AND HISTORY Date: Objective: Committee: FINANCE AND SPONSORSHIP Objective: To determine and maintain budget requirements for the celebrations and solicit sponsorship and apply for grants as required Sub Committee members:

14 VOLUNTEERS AND COMMUNITY ENGAGEMENT Objective:. Sub Committee Members: SPORTING EVENTS Date: Objective:. Sub. Committee Members:

15 Cobour On.Canarla g COBOURCI MUSEUM FOUNDATION 175th Birthday of Cobourg (1837) "Celebrating 175 Years" Kick-Off Weekend June 9-10, 2012 Critical Path Version #2 Committee Members Stanley IsherNood (SI), Joan Chalovich (JC) Chair, Keith Oliver (KO), Lara Scott (LS), Erin Wakely (EW), John Jolie (JJ), Steve Ashton (SA), Charmain Lindsay (CL), Rob Franklin (RF), Rob Mike! (RM),Todd Davis (TD),Kaylea fv1ccairron (KM), Ben Burd (BB) Peter Delanty (PD), Mark Finnan (MF), Brendan Flynn (BF) Councillor John Henderson (JH), Dorette Carter (DC) Petra Hartwig (recording secretary) PH, SUB -COMMITTEES: 1. Opening Weekend 9. Birthday Celebrations 3. Education/ Community Awareness 4. Programming and Events 5. Arts and Culture 6. Marketing 7. Finance and Sponsorship 8. Volunteers OPENING WEEKEND June 9 10, 2012 Time: 10a.m. 4p.m. Sites: Sifton Cook Heritage Centre Sub- Committee Members: JC, SI, KO _ AL PLE Ribbon Cutting Ceremony Confirm location Book Town Crier Concert Band Confirm politicians and guests (invite) Determine who to speak/who to cut ribbon Create Itinerary/Run of Show Distribute itinerary to speakers Podium and Sound System required Ribbon and scissors Master of Ceremonies??? Displays on site 1837 incorporation Prominent families of 1837 Period dress of times

16 Local militia entertainment Guided Walking Tours from SCHC (see programmings and events) Wagon rides Birthday Celebration July 1, 2012 Time: lp.m.. (Bandshell) Objective: To plan a small event that celebrates Cobourg's 175Th Birthday with the citizens and visitors to Cobourg Sub-Committee Members: LS, JH, EW, PH Cake at Canada Day Consideration of special ceremony to celebrate 175th Determine additional speakers Invitations out to dignitaries (early) Canada Day Parade EDUCATION AND COMMUNITY AWARENESS Date: Throughout 2012 Locations: Cobourg Public Library, SCHC, Schools, Northumberland Mall, Downtown Cobourg Sub-Committee members: Creation of Virtual Exhibit of 1837 interactive model of Cobourg GIS mapping Library and Archives Displays Lecture series General Awaremess circulum based education modules incorporating various aspects (ie Transportation, history, harbour, food etc of time) Target audiences general public, schools

17 Heritage Days Window Displays (DBIA) which buildings still exist? Education Print piece on 1837 for distribution at all events throughout year Establish committee Determine information Draft review Design review How many Where and when to distribute PROGRAMMING AND EVENTS Date: June 9 and 10 and throughout 2012 Objective Sub- Committee Members: Walking Tours Committee to design tour brochure Choose highlights and locations/fast facts important to 1837 Work with designer to create Draft review Final review Distribution Print brochure how man Develop Cemetery Walking Tour Three or four times throughout year? Displays at Library and Archives Renactments Yacht Club themed event "beer tasting" and incorporate production and use in 1837 Alderville First Nation involvement

18 Arts and Culture Date: Throughout 2012 Objective: Sub-Committee: Restaging of Corktown Man Photography Contest Entry form Theme?? Prizes Criteria Different classes youth/ professional/amateur Display location Judging promotions Brad Halls, Paul Caldwell concert Concert Band Involvement in Bday celebrations Summer Concert series medley of tunes Popular in 1837 Art Displays (Paul Kane/Northumberland Art Gallery) Marketing Date: Pre June 9 and 10, 2012 Objective: To promote and advertise the opening of the Sifton Cook Heritage Centre and celebrations and events surrounding the 175th Birthday of Cobourg Committee: Creation of Logo Marketing Action Plan Design general ad Prepare Promotional Material and Marketing materials Posters/flyers Newspaper ads Radio Ads Update websites Event calendars Media releases website

19 Media Releases Determine what stories to tell Book meetings with Northumberland Today consideration of a series of stories leading up to opening Banners Contest? Santa Claus Parade Canada Day parade Interviews Finance and Sponsorship Objective: To determine and maintain budget requirements for the celebrations and solicit sponsorship and apply for grants as required Sub Committee members: SA, JC Request meeting with Town Will they be funding like Heritage Conference Town contribution Create budget Ask each group for high and low budgets Grants and Sponsorship Determine Budget requirements Volunteers Objective: To recruit volunteer to assist with the celebration surrounding the 175th Birthday events. Sub Committee Members: Create Volunteer application Criminal background check Volunteer Recognition Tshirt Nametags Volunteer Spreadsheet Volunteer Thank yous